Carmen Serban
Summary
Administrative/Executive Assistant with over ten years of experience in a variety of industries providing support to senior executives. Excellent time management skills with demonstrated ability to prioritize and handle multiple projects in face-paced environments. Customer service focus. Detail-oriented with success implementing solutions to create optimal efficiency. Work well independently and as a team member. Strong interpersonal and communication skills with the ability to collaborate with diverse individuals. Computer skilled with: MS Word, Excel, PowerPoint, Outlook, QuickBooks.
Professional with strong background in executive support, adept at managing complex schedules, coordinating meetings, and handling confidential information. Highly skilled in communication, organization, and problem-solving, ensuring seamless office operations. Focused on team collaboration and achieving results, adapting flexibly to changing needs and priorities. Dependable and resourceful, consistently delivering high-quality outcomes.
Overview
20
20
years of professional experience
Work History
Executive Assistant
Morley Mills Co-op
01.2022 - 01.2025
- Provided administrative and logistical support to the board of directors
- Managed calendars, prepared meeting materials, handled correspondence, coordinated events
- Coordinated property maintenance, repairs and concluded regular property inspections
- Ensured compliance with local and federal regulations
- Assisted with budget preparation. Tracked income and expenses
- Marketed the property, screened potential members applications
- Resolved emergency situations promptly
- Build relationships with contractors and members
- Maintained accurate records of all property-related activities
- Prepared reports for the board of directors on a monthly basis
Co-ordinator
Morley Mills Co-op
01.2018 - 01.2022
- Ensured compliance with all financial requirements of the co-op’s funding program
- Administered the rent-to-geared-to-income program based on the requirements of the co-op’s funding program
- Ensured that there were adequate financial controls in place; maintained the financial records
- Prepared the co-op’s capital and operating budgets, including proposed market housing charges, for submission to the board
- Presented and explained financial statement to the board monthly and pointed out any matters of concern
- Presented other financial reports to the board (such as member arrears, cash flow, capital forecasting and investment reports) as required
- Administered the co-op’s accounts payable, including invoice processing and cheque preparation
- Prepared working papers for the annual auditor’s inspection
- Draft financial policies for the approval of the board or membership
- Developed a routine and preventive maintenance plan
- Retained and supervised tradespeople and other contractors and consultants in accordance with the co-op by-laws
- Approved the maintenance equipment and supplies
- Advised the board on property matters
- Provided a maintenance activity report to the board, as needed
- Respond to enquiries and received applications
- Administered the co-op’s agreement with support services agencies
- Provided monthly vacancy and marketing reports to the board
- Liaises with the co-op’s lawyer
- Maintained the co-op’s minutes book and other corporate records
- Provided the board with information and advice it needed, in a clear format, to make sound decisions
Executive Assistant
DCR Strategies Inc.
01.2017 - 01.2018
- Tended daily administrative operations, freeing CEO to concentrate on leadership responsibilities
- Managed the CEO’s complex and frequently changing travel arrangements and coordinated the pre-planning of trips
- Researched to prepare, gather, and proofreading materials, agendas for all executive-level meetings
- Reviewed contracts and forms for accuracy and completeness
- Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination
- Processed travel expenses and reimbursements
- Managed Courier Process (Same Day Delivery, FedEx, and UPS)
- Assisted with team building initiatives and overall support for the maintenance of organizational culture and employee morale
- Accommodated a 25 percent increase in workload without the need for additional staff
- Finished project ahead of schedule
- Supported the human resources department in the annual employee review process to manage performance merit increases
- Researched, proposed, and implemented vendor services to decrease costs to the organization
- Distributed company-wide announcements, booked conference rooms, and coordinate catering for the annual staff development forum
- Located and attached appropriate files to incoming correspondence requiring replies
- Frequently used word processing, spreadsheet, database, and presentation software
- Reconciled and process expense reports for 24 internal and field personnel
- Maximized productivity of landscaping teams through tracking hours worked and level of completion, ensuring resource availability, and providing status reports to CEO and Project Manager
Accounting Clerk
Labour Ready
01.2014 - 01.2017
- Entered invoices into accounts payable approval system for routing to project managers
- Sorted and routed both incoming and outgoing mail orders
- Compiled salary/hourly data for payroll processing
- Assisted with posting of cash receipts and expenses to journals or ledgers as needed
- Reviewed, investigated, and corrected errors in financial entries
- Collected and compiled client financial data, entered information into QuickBooks, and assigned appropriate journal accounts for accurate accounting of income, expenses, and contributions
- Reconciled bank statement versus general ledger precisely and analyzed with aged A/P, A/R report and ensured compliance with accounting deadlines
Executive Assistant
Bank of Montreal
01.2011 - 01.2014
- Collaborated with Vice President to plan and execute all aspects of office operations
- Created first tracking sheet for travel arrangements that increased efficiency by providing immediate access to all trip details for the Vice President and managers
- Created and organized Friday Briefing Breakfasts that enabled 50 employees to network and keep current on departmental operations in an informal setting
- Increased efficiency and accountability by implementing first tracking sheet to record and document all equipment, supplies, and materials purchased
- Provided support to customers to ensure satisfaction
- Completed special projects and handled highly confidential reports and documents for Vice President
- Communicated effectively with customers to guarantee accuracy of account information and order data
- Maintained all equipment and office supplies to ensure smooth office operations
- Prepared bank statements for deposits of checks and handled mail
- Resolved service issues in a cooperative, proactive and timely manner by responding to inquiries from agents, contract owners, insurers and distributors
- Developed and updated job descriptions and procedures through assisting supervisor resulting in increased clarity and accountability
Administrative Assistant
Ontario Institute for Cancer Research
01.2005 - 01.2011
- Scheduled meetings, events, and speaking opportunities for the non-profit director
- Served as director’s back-up for speaking events educational talks and community meetings
- Designed promotional materials and press kits for all annual events and other happenings
- I have managed all office operational activities
- Teamed with director to prepare annual budget of $500000
- Worked closely with the committee and board members to plan events address community needs and conduct productive meetings
- Coordinated reception of visitors answered phones and addressed inquiries from the public
- I have collaborated with the senior event planner to coordinate the annual scientific retreat
- Designed promotional materials and press skits for all annual events and other happenings
Education
CSC -
CSI Canadian Securities Institute
NIE - undefined
ITech Institute
Applied Economics
University of Economic Studies
Skills
- Executive support
- Administrative support
- Office management
- Strong problem solver
Languages
English
Full Professional
Timeline
Executive Assistant
Morley Mills Co-op
01.2022 - 01.2025
Co-ordinator
Morley Mills Co-op
01.2018 - 01.2022
Executive Assistant
DCR Strategies Inc.
01.2017 - 01.2018
Accounting Clerk
Labour Ready
01.2014 - 01.2017
Executive Assistant
Bank of Montreal
01.2011 - 01.2014
Administrative Assistant
Ontario Institute for Cancer Research
01.2005 - 01.2011
NIE - undefined
ITech Institute
Applied Economics
University of Economic Studies
CSC -
CSI Canadian Securities Institute
Similar Profiles
Deepak SharmaDeepak Sharma
Electrical Engineer at The Haryana Co-op. Sugar Mills Pvt Ltd.Electrical Engineer at The Haryana Co-op. Sugar Mills Pvt Ltd.
MONU MONU null
Data Entry Operator at THE JIND CO-OP SUGAR MILLS, JINDData Entry Operator at THE JIND CO-OP SUGAR MILLS, JIND
Joshua HalpennyJoshua Halpenny
Volunteer at Erin Mills Co Op Nursery SchoolVolunteer at Erin Mills Co Op Nursery School
Charline SergentCharline Sergent
Executive Assistant at Dodds Heating and Cooling D/b/a Aire ServExecutive Assistant at Dodds Heating and Cooling D/b/a Aire Serv
Kenzie HarrKenzie Harr
Executive Assistant at North Advertising- Jordan NorthExecutive Assistant at North Advertising- Jordan North